OHSAS Awareness Course OHSAS Awareness Course PAKISTAN INSTITUTE OF QUALITY CONTROL

Aim  Provides an understanding of the requirements of Occupational health & Safety Management System.  Provide an interpretation of OHSAS standard.  Provide understanding of the requirements of how Hazard & Risk can be identified, assessed controlled and managed.

1 Introduction to Safety and Health Management

Definitions Undesired event giving rise to death, ill health, injury, damage or other loss. (OHSAS 18001, 3.1) Accident

Event that gives rise to an accident or had the potential to lead to an accident Incident NOTE: An incident where No ill health, injury, damage, or other loss occurs is also referred to as “near-miss”. The term “Incident” includes “Near-miss” (OHSAS 18001, 3.6) Definitions

Occupational Health & Safety Conditions and factors that effect the well being of employees, temporary workers, contractor personnel, visitors and any other person in the work place. (OHSAS 18001,3.14) Definitions

Any deviation from work standards, practices, procedures, regulations, management system performance etc. that could either directly or indirectly lead to injury or illness, property damage, damage to the workplace environment, or a combination of these. (OHSAS 18001, 3.8) Non-conformance Definitions

Combination of the likelihood and consequence(s) of a specified hazardous event occurring (OHSAS 18001, 3.14) Risk Definitions

Sources of Risks Products Materials and their properties Work processes and procedures Equipment Personnel Workplace and location Natural environment, climatic conditions External / interested parties

$ 5-50 $100000? Property Damage and Other Uninsured costs  Property damage  Production stoppages  Replacement of equipment  Additional labour cost to replace injured personnel  Emergency supplies, cleanup costs  Investigation costs  Legal procedures and costs  Penalties, fines  Administrative costs  Morale and motivation of workers and new hires  Loss of reputation, goodwill and business opportunities Costs of Accident

Management System Root Causes Individual & Occupational Factors Immediate Causes Unsafe Acts and Conditions ContactsAccidents Programs and Procedures Checks and Corrections Contact Controls Response & Mitigation / Reduction Causes Controls Causes And Control Model

Goals of Risk Management Identify all Hazards & Loss Exposures Evaluate the Risk Develop Controls Implement Controls Review Adequacy of Controls

OHSAS 18001:1999 Sets out requirements for OH&S management system Similar to ISO 9001 and Not industry specific Describes good management practice but does not state how procedures and controls are to be operated Does not state specific OH&S performance criteria Applicable to small or large organizations Applicable to any industry, organisation or activities

Establish an OH&S management system Implement, maintain and continually improve an OH&S management system Assure conformance with its stated OH&S policy Demonstrate such conformance to others Seek certification/registration of its OH&S management system OHSAS 18001:1999

Interrelation of OHSAS Clauses Hazard Identification Risk Assessment Policy Objectives ProgrammesProcedures Monitoring Audit Corrective / Preventive Action Review

Integrated Management ISO 9001 ISO OHSAS } Many Common Elements

Deming’s Cycle PLAN DO CHECK ACT

Continual Improvement Continual Improvement OHS Policy Planning OHSAS Implementation & Operation Checking and Corrective Action Management Review

OHSAS Benefits Enable organization to: Establish H&S policy Identify H&S hazards and determine risks Identify priorities and objectives Establish structure and program Facilitate planning, control, monitoring, corrective action, auditing and review activities.

2 Safety and Health Policy, Legal and Other Requirements

Top Management Responsibility "There shall be an occupational health and safety policy authorized by the organization’s top management,..." (OHSAS Clause 4.2)

Policy Linked to Hazards The policy shall: … a) be appropriate to the nature and scale of the organization’s OH&S risks; (OHSAS Clause 4.2a)

Other References to Legal Requirements in OHSAS Clause 4.2 OH&S policy "The policy shall:… c) include a commitment to at least comply with current applicable OH&S legislation and with other requirements to which the organization subscribes;..."

Communication of Policy The policy shall:... e) be communicated to all employees with the intent that employees are made aware of their individual OH&S obligations; (OHSAS Clause 4.2e)

Legal and Other Requirements The organization shall establish and maintain a procedure for identifying and accessing the legal and other OH&S requirements that are applicable to it. The organization shall keep this information up-to- date. It shall communicate relevant information on legal and other requirements to its employees and other relevant interested parties. (OHSAS Clause 4.3.2)

Other References to Legal Requirements in OHSAS Clause Objectives "... When establishing and reviewing its objectives, an organization shall consider its legal and other requirements, its OH&S hazards and risks, its technological options, its financial, operational and business requirements, and the views of interested parties."

Risk Management Process Assess Risks Communicate and Consult Monitor and Review Establish the Context Identify Risk Analyze Risks Analyze Risk Evaluate Risks Evaluate Risk Treat Risk Establish the Context

3 Management Control of Hazards

Management Responsibility OHSAS provides a systematic structure for organizations to manage hazards from the planning design stage to operational control stage, and down to emergency response Participation and understanding is required from all relevant levels and functions of management

Management should be aware of the process of risk creation and their role in managing it. Management Responsibility

Types of Hazard Physical Chemical Biological Ergonomics

Physical Hazards Noise Vibration Radiation Temperature Pressure,Velocity,Height Electricity Physical characteristics

 Explosives  Flammable liquids  Corrosives  Oxidizing materials  Toxic, carcinogenic, substances  Gases and air particulate Chemical Hazards

 Biological wastes (blood, fluids, etc.)  Drugs (antibiotics, marijuana)  Viruses, bacteria  Parasites, insects  Poisonous or diseased plants, animals Biological Hazards

 Physical  Environmental  Psycho-Social Ergonomic Hazards

Physical Poor work,task design Repetitive motion Prolonged sitting Poor layout Poor posture Improper lifting and handling Ergonomic Hazards

Environmental Poor lighting,glare Poor ventilation Poor temperature control Poor humidity control Ergonomic Hazards

Psycho-social Work rest cycles Violence,discrimination Extraneous stress Un even work load Lack of personnel space Poor inter staff relationships Ergonomic Hazards

4 Hazard Identification, Risk Assessment and Risk Control

Definition HAZARD Source or situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the work place environment, or a combination of these.

Hazard Identification Process of recognizing that a hazard exists and defining its characteristics. Definition

Risk –Combination of the likelihood and consequence(s) of a specified hazardous event occurring. –(OHSAS 18001,3.14) Definition

Analysis of Clause HIRARC The organization must have records of the results of the hazard identification and risk assessment process(es) to demonstrate conformance to the requirements of clause 4.3.1

Methods of HIRARC Risk Assessment is simply asking: What can go wrong ??? How bad can it be ??? Can we tolerate it ??? How likely ???

Ideally, HIRARC should be able: to identify all loss exposures to foresee all possible events and their consequences to assess the risk accurately and identify significant risks to develop the most cost-effective control measures Methods of HIRARC

Complete and Comprehensive HIRARC Occupations Processes Energy Sources & Substance s Machines & Equipment Work Areas Hazards

Risk Management / Control Principles The 6 - Step Process 1. Identify the Hazards 2. Assess the Risks 3. Analyze Risk Control Measures 4. Make Control Decisions 5. Risk Control Implementation 6. Supervise and Review 1. Identify the Hazards 2. Assess the Risks 3. Analyze Risk Control Measures 4. Make Control Decisions 5. Risk Control Implementation 6. Supervise and Review 1. Identify The Hazards 2. Assess the Risks 3. Analyze Risk Control Measures 4. Make Control Decisions 5. Risk Control Implementation 6. Supervise and Review

Risk Assessment Matrix

A Simple Risk Assessment R = (P) x (S) R = Risk P = Probability of occurrence / Likelihood S = Severity of effect (consequence)

Linked to Clause Linked to Clause Accidents, incidents, non-conformances and corrective and preventive action "... these procedures shall require that all proposed corrective and preventive actions shall be reviewed through the risk assessment process prior to implementation...."

This requirement essentially requires the organization to manage all changes arising from corrective and preventive actions. The organization may set up different risk assessment processes to assess different categories of change. Linked to Clause Linked to Clause Accidents, incidents, non-conformances and corrective and preventive action

Two Approaches to Control Implementing operational control on existing methods and arrangements Changes to the existing methods and arrangements

Stages of Controls Preventive Stage Corrective Stage Contact Stage Loss Minimization Stage

5 Objectives and Management Programmes

Clause Objectives “the organization shall establish and maintain documented occupational health and safety objectives, at each relevant function and level within the organization. Note:Objectives should be quantified where ever practicable

Contents of Objectives S & H performance improvement and risk reduction objectives. Technology or facility (Improvement objective) Management and System (Improvement objective) Fact finding monitoring objective.

 The designated responsibility and authority for achievement of the objectives at relevant functions and levels of the organization; and  The means and time-scale by which objectives are to be achieved The organization shall establish and maintain (an) OH&S management programme(s) for achieving its objectives. This shall include documentation of: Clause OH & S Management Program(s)

The OH & S management program (s) shall be reviewed at regular and planned intervals. Where necessary the OH & S management program (s) shall be amended to address changes to activities, products, services, or operating conditions of the organization Clause OH & S Management Program(s)

6 Implementation and Operation

Deming’s Cycle PLAN DO CHECK ACT

Clause 4.4 Implementation and Operation Structure and responsibilities Training, awareness and competence Consultation and communication Documentation Document Control Operational Control Emergency preparedness and response

4.4.1 Structure and responsibilities The roles, responsibilities and authorities of personnel who manage, perform and verify activities having an effect on the OH&S risks of the organization’s activities, facilities and processes, shall be defined, documented and communicated in order to facilitate OH&S management.

Ultimate responsibility for occupational health and safety rests with top management. The organization shall appoint a member of top management (e.g. in a large organization, a board or executive committee member) with particular responsibility for ensuring that the OH&S management system is properly implemented and performing to requirements in all locations and spheres of operation within the organization Structure and responsibilities

 Ensuring that OH&S management system requirements are established, implemented and maintained in accordance with this OHSAS specification;  Ensuring that reports on the performance of the OH&S management system are presented to top management for review and as a basis for improvement of the OH&S management system. The organization’s management appointee shall have defined roles, responsibilities and authority for: Structure and responsibilities

Clause Training, awareness and competence "Personnel shall be competent to perform tasks that may impact on OH&S in the workplace. Competence shall be defined in terms of appropriate education, training and/or experience.

 The importance of conformance to the OH&S policy and procedures, and to the requirements of the OH&S management system; It shall establish and maintain procedures to ensure that its employees working at each relevant function and level are aware of: Clause Training, awareness and competence

Clause Consultation and communication "The organization shall have procedures for ensuring that pertinent OH&S information is communicated to and from employees and other interested parties. Employee involvement and consultation arrangements shall be documented and interested parties informed.

Clause Documentation NOTE:It is important that documentation is kept to the minimum required for effectiveness and efficiency." "The organization shall establish and maintain information, in a suitable medium such as paper or electronic form, that:  Describes the core elements of the management system and their interaction; and  Provides direction to related documentation.

Clause Document and data control  They can be located;  They are periodically reviewed, revised as necessary and approved for adequacy by authorized personnel; The organization shall establish and maintain procedures for controlling all documents and data required by this OHSAS specification to ensure that:

 Current versions of relevant documents and data are available at all locations where operations essential to the effective functioning of the OH&S system are performed;  Obsolete documents and data are promptly removed from all points of issue and points of use or otherwise assured against unintended use; and  Archival documents and data retained for legal and knowledge preservation purposes or both, are suitably identified." Clause Document and data control

Introduction to Document and Data Control In the right place Right information is available: At the right time In the right revision

7 Operational Control and Emergency Preparedness

Clause Operational Control The organization shall identify those operations and activities that are associated with identified risks where control measures need to be applied.

 Establishing and maintaining documented procedures to cover situations where their absence could lead to deviations from the OH&S policy and the objectives; The organization shall plan these activities, including maintenance, in order to ensure that they are carried out under specified conditions by: Clause Operational Control

 Stipulating operating criteria in the procedures;  Establishing and maintaining procedures related to the identified OH&S risks of goods, equipment and services purchased and/or used by the organization and communicating relevant procedures and requirements to suppliers and contractors; Clause Operational Control

Establishing and maintaining procedures for the design of workplace, process, installations, machinery, operating procedures and work organization, including their adaptation to human capabilities, in order to eliminate or reduce OH&S risks at their source Clause Operational Control

Operational Control Personnel Equipment Ambient conditions / operational environment Material Information  Provision of appropriate data  Provision of appropriate trained personnel  Provision of documented procedures, instructions and forms describing controls to be applied by reference to the appropriate:

5 Elements of Control PROCESS Equipment Identified Correct Type Capability Condition Available Personnel Identified Competent Trained Correct Attributes Available Materials Identified Correct Type Correct Condition Available Information Identified Adequate Content Correct Edition Correct Condition Communicated Available Ambient Conditions (Environment) Suitable

Emergency Preparedness Is the last chance you have to minimise the losses

Clause Emergency Preparedness and Response The organization shall establish and maintain plans and procedures to identify the potential for, and response to,incidents and emergency situations,and for preventing and mitigating the likely illness and injury that may be associated with them.

The organization shall review its emergency preparedness and response plans and procedures,in particular after the occurrence of incidents or emergency situations. The organization shall also periodically test such procedures where practicable. Clause Emergency Preparedness and Response

Management Control Of Hazards Chemical handling Compressed Gases Confined Spaces Ergonomics Fire Prevention Hazards Waste Disposal Machine Tools and Powered Machinery Hot Work Lifting Equipment Mobile Equipment- Forklift & Industrial Trucks Stairs & Stairways Ladders Scaffoldings

Examples of jobs requiring permits are: 1.Hot Work 2.Cold Work 3.Electrical Work 4.Confined Space Entry 5.Excavations & Civil Work 6.Vehicle Entry 7.Radiography Permit-to-Work / Subcontractor Working on Site

8 Checking, Corrective Action, and Management Review

OHSAS Performance measurement and monitoring 4.5.2Accidents, incidents, non- conformance and corrective and preventive action 4.5.3Records and records measurement 4.5.4Audit 4.6Management review

4.5.1 Performance measurement and monitoring Qualitative and Quantitative Proactive and Reactive Extent OH&S Objectives are met

Proactive Performance Measures Compliance with S&H programs Operational criteria Compliance with legislation & regulatory requirements Performance measurement and monitoring

Reactive Performance Measures Accidents Ill health Incidents, including near-misses Other deficiencies Performance measurement and monitoring

4.5.2 Accidents, incidents, non-conformances and corrective and preventive action Process General Immediate Action Recording Investigation Corrective Action Preventive Action Follow-up

4.5.3 Records and records management Records should be appropriate to: the system the organisation demonstrate conformance to the “standard”

Should have procedures for: Identification Maintenance Disposition Records and records management

4.5.4 Audit To assess performance and adequacy in delivering performance: Assess compliance to standard Determine if the system is effective in meeting the organisation’s policy and objective

The organization shall establish and maintain an audit program(s) and procedures for periodic OH&S management system audits to be carried out, in order to: a) determine whether or not the OH&S: 1) conforms to planned arrangements for environmental management including the requirements of this OHSAS Specification; and 2) has been properly implemented and maintained; and 3) is effective in meeting the organisation’s policy and objectives contd.. over Internal Audit Programme OHSAS 18001, Clause 4.5.4

b) review the results of previous audits c) provide information on the results of audits to management The audit program, including any schedule, shall be based on the results of risk assessments of the organization’s activities and the results of previous audits. The audit procedures shall cover the scope, frequency, methodologies and competencies, as well as the responsibilities and requirements for conducting audits and reporting results. Internal Audit Programme OHSAS 18001, Clause 4.5.4

The topics to be addressed Who should attend Responsibilities of individual participants Information to be brought to the review Consider issues such as: 4.6 Management Review

 suitability of current OH & S policy  setting or updating of OH & S objectives for continual improvement in the forthcoming period  adequacy of current hazard identification, risk assessment and risk control processes  current levels of risk and the effectiveness of existing control measures... Agenda 4.6 Management Review

Company needs to complete at least one management review prior to any certification audit 4.6 Management Review

9 Certification Audit

Certification Process Document Review Pre-Audit (Stage 1) Certification Audit (Stage 2)

Certification Approach Pre-Audit (On-site review - required for most clients) –Certification audit preparation & planning –Determine state of readiness –Client planning meets standard’s requirements Certification Audit (On-site review) –Implementation –Effectiveness

Objectives of Certification Audit Confirm complies with “standard” Determine management system is based on identified hazards and is appropriate to risk Determine management system is designed to achieve and is achieving regulatory compliance and continual improvement Confirm organisation comlpiance with own policies and procedures Ensure certification body’s reputation and the value of third party certification